The Dangers of Sending Attachments in Confirmation Emails: A Guide for Resorts and Hotels

It is standard practice for confirmation emails for reservations to be sent without attachments, as they provide all necessary information directly in the body of the email. However, there may be some cases where attachments are included with these emails. While attachments may seem convenient, they can actually be detrimental to the guest experience for several reasons.

First, attachments can make it more difficult for guests to access the information they need. While PDFs may be convenient for printing, they can be difficult to view on mobile devices, which many guests may be using to check their email. This can lead to frustration and inconvenience for guests, which is not an ideal way to start a vacation.

Another reason to avoid attachments is that they can make it harder for resorts and hotels to meet Americans with Disabilities Act (ADA) requirements. PDFs and other attachments are not always accessible to individuals with disabilities, which can create barriers to accessing important information. By providing information directly in the body of the email, resorts and hotels can ensure that all guests have equal access to the information they need.

Finally, emails with attachments are more likely to be flagged as spam or junk mail. This can cause important confirmation emails to end up in guests’ spam folders, where they may not be seen in a timely manner. This can lead to confusion and miscommunication, which is not an ideal way to start a vacation.

In conclusion, it is generally best to avoid including attachments with resort confirmation emails. By providing all necessary information directly in the body of the email, resorts and hotels can ensure a smooth and convenient experience for guests and meet ADA requirements. Additionally, eliminating attachments can help reduce the risk of emails being flagged as spam or junk mail, ensuring that important information is delivered to guests in a timely and reliable manner.